Department
Library
Requested Action
title
Request approval to increase the spending authority, Fulton County Library System, 21RFP0210B-EC, Shelf-Ready Books for Adults, Teens and Children and Lease Books for Adults in the amount not to exceed $263,888.96 with Baker and Taylor, Inc. to replace damaged books at the Cleveland Avenue Branch Library. Effective upon BOC approval. (APPROVED)
body
Requirement for Board Action
In accordance with Purchasing Code Section 102-420, contract modifications within the scope of the contract and necessary for contract completion of the contract, in the specifications, services, time of performance or terms and conditions of the contract shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Arts and Libraries
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: The Cleveland Library experienced smoke and water damage due to a weather-related event in July of 2023. Books and other materials need to be replaced. The library already has an existing relationship with Baker and Taylor and need the increased spending authority on this contract to replace damaged materials. Approval action will satisfy risk claim #23-2221. Baker and Taylor is the current Shelf-Ready vendor.
Scope of Work: Library staff has identified and priced books and materials that will be purchased to stock the Cleveland Library. This branch has been closed due to a fire and opens in the first quarter of 2024. This action will replenish the inventory and restore this branch to normal operations.
Community Impact: Patrons in the Cleveland area will have a library in their community with an insufficient inventory if not approved.
Department Recommendation: The library recommends approval of this action.
Project Implications: There are no project implications.
Community Issues/Concerns: There are no community issues or concerns.
Department Issues/Concerns: There are no departmental issues.
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
21-0458 |
6/16/2021 |
$800,000.00 |
|
1st Renewal |
21-0952 |
12/1/2021 |
$800,000.00 |
|
2nd Renewal |
22-0901 |
12/7/2022 |
$800,000.00 |
|
3rd Renewal |
23-0815 |
11/15/2023 |
$800,000.00 |
|
Amendment No. 1 |
|
|
$263,888.96 |
|
Total Revised Amount |
|
|
$3,463,888.96 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $263,888.96
Prime Vendor: Baker and Taylor, Inc.
Prime Status: Non-Minority
Location: Charlotte, NC
County: Mecklenburg County
Prime Value: $263,888.96 or 100.00%
Total Contract Value: $263,888.96 or 100.00%
Total Certified Value: $0.00 or 0.00%
Exhibits Attached
Exhibit 1: Amendment No. 1 to Form of Agreement
Exhibit 2: Performance Evaluation
Exhibit 3: Book Estimates
Contact Information (Type Name, Title, Agency and Phone)
title
Jamar Parker, Financial Systems Manager, Fulton County Library System, 404-771-7578
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
|
Original Approved Amount: |
$800,000.00 |
|
Previous Adjustments: |
$2,400,000.00 |
|
This Request: |
$263,888.96 |
|
TOTAL: |
$3,463,888.96 |
Grant Information Summary
|
Amount Requested: |
|
☐ |
Cash |
|
Match Required: |
|
☐ |
In-Kind |
|
Start Date: |
|
☐ |
Approval to Award |
|
End Date: |
|
☐ |
Apply & Accept |
|
Match Account $: |
|
|
|
Fiscal Impact / Funding Source
Funding Line 1:
100-650-6565-1312: General-Library- Books Library - $263,888.96
|
Key Contract Terms |
|
Start Date: Upon Approval |
End Date: 12/31/2024 |
|
Cost Adjustment: |
Renewal/Extension Terms: One renewal option remains |
Overall Contractor Performance Rating: 100
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
7/31/2023 |
10/30/2024 |